bw/bi financial infocube

Section 13

SAP Business Warehouse/Business Intelligence Reporting

BW/BI Financial InfoCubeWashington State HRMS Business

Warehouse/Business Intelligence (BW/BI)Self-Paced Learning Materials

General Topics – BW/BI End Users/Power Users

2

BW/BI Financial InfoCube

Section 13: BW/BI Financial InfoCube

The BW/BI Financial InfoCube section provides an overview of the BW/BI Financial InfoCube, including

basic steps for running the BW/BI Financial reports and applying user-defined settings to the reports.

Topics covered in this section include:

� BW/BI Financial InfoCube Overview

� BW/BI Financial Reports Overview

� BW/BI Financial Report Variables

� Defining BW/BI Financial Report Variables

� User-Defined Settings for BW/BI Financial Reports

� Using the Goto Command

The BW/BI Financial InfoCube section is intended for BW/BI Financial InfoCube

End Users and Power Users.

It is recommended BW/BI Financial End Users and Power Users read all BW/BI

Self-Paced Learning Materials prior to reading the BW/BI Financial InfoCube

section:

http://www.hr.wa.gov/payroll/HRMS/HRMSSupport/Pages/BusinessIntelligence.aspx

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BW/BI Financial InfoCube Overview


The BW/BI Financial InfoCube Overview section provides an overview of the BW/BI Financial InfoCube.


� BW/BI Financial InfoCube Overview

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The BW/BI Financial InfoCube is populated with data received from HRMS and AFRS. The BW/BI Financial

InfoCube includes:

� Employee and Position level Payroll/Financial data.

� Employee Cost Distribution by Master Index, Appropriation Index, Program Index, and

Organization Index data.

The diagram below displays the reporting elements included in the Financial InfoCube (AFRS Payroll

Account – ZPY_C51):

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The following illustration shows the Extract, Transformation, and Load (ETL) process of data from HRMS to

AFRS where the data is exploded. The exploded data is then transmitted to HRMS BW/BI into the Financial

InfoCube.

AFRS Daily

Extract Exploded

Transaction and

Master Data

Extract,

Transformation,

Load (ETL) Financial

data for BW/BI

HRMS

BW/BI Financial

InfoCube

(AFRS Payroll

Accounting)

Query/Reporting

Employee & Position

Master Data

6

BW/BI Financial Reports Overview


The BW/BI Financial Reports Overview section provides an overview of the BW/BI Financial Reports.


� BW/BI Financial Reports Overview

� Accessing BW/BI Financial Reports from the HRMS Portal

� Selecting a BW/BI Financial Report

� Running a BW/BI Financial Report

BW/BI Financial Reports Overview

Report Name Report Description Category

Distribution of Payroll and Related CostsZZPY_C51_Q180A

Displays employer costs by employee and by AFRS

account distribution to the ‘sub sub object’ level

as entered on the position or employee record.

Financials

Monthly Position Cost ReportZZPY_C51_Q450A

Displays employer costs, FTE’s, overtime hours,

overtime amounts, and shift differential amounts

for each position and class title within the agency.

Financials

Who Charged Report -SummaryZZPY_C51_Q901A

Displays employee data including what the

employee was paid, basic employee data, ‘sub sub

object’, cost assignment information, etc.

Financials

Section 13: BW/BI Financial InfoCube 7

BW/BI Financial reports are large and contain many rows and columns. These reports were designed to

provide users with flexible reporting options.

Users will have the ability to set User-Defined settings from the report results. User-Defined Settings

allow the user to add or remove Rows or Columns, set Filters, and Sort. These User-Defined Settings can

then be saved as a Bookmark in the user’s Favorites folder from their web browser. When the Bookmark

is run from the Web Browser, the report results will be displayed with all user-defined settings.

The three BW/BI Financial Reports included with the BW/BI Financial InfoCube are:

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Accessing BW/BI Financial Reports from the HRMS Portal


BW/BI Financial reports are accessed from the HRMS Portal. Instructions for logging on to the HRMS Portal

are included in the BW/BI Self-Paced Learning Materials – Logging on to HRMS Portal section.

For information on logging on to the HRMS Portal, reference the BW/BI Self-Paced Learning Materials from the

Customer Support Website:

http://www.hr.wa.gov/payroll/HRMS/HRMSSupport/Pages/BusinessIntelligence.aspx

9

Accessing BW/BI Financial Reports from the HRMS Portal


The diagram below provides a sample of the screen displayed once the user has logged on to the HRMS

Portal:

By default, the

Organization

Management

category is

selected and the

Position-Personnel

Master Listing is

displayed

Click on the Financials

category to view the list of

BW/BI Financial reports

AFRS Agency

Once the

Financials category

is selected, the

Detailed

Navigation pane

will display the list

of BW/BI Financial

reports to choose

from.

The Distribution of

Payroll and

Related Costs

report is displayed

by default

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Selecting a BW/BI Financial Report


To select the Distribution of

Payroll and Related Costs report:

1. Click the Financials category

link.

2. Click the report name link

from the Detailed Navigation

pane.

Click here to scroll

left/right in the Detailed

Navigation pane

Click here to show /

hide the Detailed

Navigation pane

The example below shows how to select a report from the HRMS Portal.

Result: A variables

selection box will appear to

allow the user to enter

variables (selection criteria)

for the report:

AFRS Agency

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Running a BW/BI Financial Report


The example below shows how to run a BW/BI

Financial report.

To run a BW/BI Financial Report:

1. Enter variables.

Variables with an asterisk are

required fields.

Note: To ensure variables are

valid, click the Check

button prior to running the report.

2. Click the OK button

to run the report.

Result: Report results

with selected

variables.

AFRS

Agency

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BW/BI Financial Report Variables


The BW/BI Financial Report Variables section provides an overview of report Variables. Variables are

report selection criteria that allow the user to narrow report results to specific values (for example,

display results for a specific Agency only).


� BW/BI Financial Report Variables

� Selecting Multiple Variables

� Deleting Variables

� Personalizing Variables

� Deleting Personalized Variables

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BW/BI Financial Report Variables


Variables are report selection criteria that allow the user to narrow report results to specific values. The

user may enter variables manually or click on the matchcode button to select a variable from a list.

Variables identified with an asterisk are required fields.The user may manually enter the

variable selection, or click the

matchcode button to bring up a list to

choose from.

Use the “Search” feature to

find a specific variable

selection. Enter the variable

value and click the “Search”

button. Use an asterisk (*) for

wildcard searches.

OR

Click the desired variable

selection from the list.

Matchcode popup list

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Selecting Multiple Variables


The example below shows how to insert multiple variables of the same type for a report.

To select multiple variables:

1. Click the matchcode button

2. At the selection screen, select the multiple values, click the “Add” button, and then click OK.

Result: Multiple variables

have been added.

Click the “Add” button to

add the multiple selections

to the Selection pane and

click the OK button to return

to the variable screen.

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Deleting Variables


The example below shows two ways to delete a variable that was entered in error or to replace the

current variable.

To delete a variable:

1. Highlight the text of the Variable and press “Delete” on the keyboard.

Result: Variables have

been deleted

Highlight Variable values and

press the Delete key on the

keyboard.

Click the matchcode and in the

“Select value” box, select the

variables, click “Remove” and

“OK”.

OR

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Personalizing Variables



Users have the ability to personalize variables from the HRMS Portal. Personalizing variables allows the

user to save the variable setting they have entered.

Personalizing a variable for one report will personalize the same variable for all other reports if that

variable is used. For example, in the illustration below the user is personalizing the Personnel Area

(Optional) variable. Once the Personnel Area (Optional) variable has been personalized, the same

values will be used for the Personnel Area (Optional) variable when any other reports that use it are

run.

Once a variable is personalized, it is no longer displayed on the variables screen. See Removing

Personalized Variables for information on removing a personalized variable.

Click the “Show Variable

Personalization” link to personalize a

variable

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The example below shows how to Personalize the Personnel Area variable:

1. Enter the Personnel

Area Variable(s).

2. Click the “Select”

button for the

variable

3. Select the “Add

selected variables to

personalized variable

list”

Result: Personnel Area is

no longer available in

the “General Variables”

selection but has been

added to the

“Personalized Variable”

section.

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Removing Personalized Variables



1. Select a report that

contains the personalized

variable that needs to be

removed.

2. Click “Show Variable

Personalization” link.

Result: The Personnel Area

variable selection will appear.

To remove a Personalized Variable:

3. Select the personalized

variable to be removed

4. Click “Remove selected

variables from

personalized variables

list”.

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Result: The Personnel Area personalized variable has been removed. The Personnel Area values will no

longer be saved and the Personnel Area variable selection will appear on all variable screens that use

the Personnel Area variable.

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Defining BW/BI Financial Report Variables


The Defining BW/BI Financial Report Variables section provides the basic steps for entering variables for

BW/BI Financial reports. BW/BI Financial reports require variable entry (selection criteria) prior to

running the reports.


� Using the “HR as of date” Variable

� Defining Variables: Distribution of Payroll and Related Costs Report

� Defining Variables: Position Cost Report

� Defining Variables: Who Charged Report

Using the “HR as of date” Variable

Employee Attribute Field Distribution of Payroll

and Related Costs

Position Cost Who Charged

Capacity Utilization Level X

Contract Type X X

Employee Group X

Employee Status X

Employee Sub Group X

Job X

Multi-fill X

Organizational Unit X X X

Payroll Area X X

Personnel Area X X

Position X X X

Salary Unit Amount X

Seniority Date X


The “HR as of date” variable determines the “as of” date for certain employee attribute fields on the

Financial reports. The table below contains a list of employee attribute fields that are determined by the

“HR as of Date” and references the report(s) the fields are in:

Other fields on the Financial reports are determined by the “In Period” or “For Period” variables, if entered by the user. If an In

Period or For Period variable is not entered, other fields will include all pay periods.

To define the Distribution of

Payroll and Related Cost report

variables:

1. Enter a value for selected

report variables or use the

matchcode button to

access the matchcode list

to select the variables.

*Fields with an asterisk

are required.

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Defining Variables: Distribution of Payroll and Related Costs Report


Result: The Distribution of Payroll and Related Cost report

results are displayed.

Distribution of Payroll and Related Costs Report

2. Click the OK button.

Sample Matchcode list for Personnel Area

Number of Pay Periods: Required to calculate FTEs in the report results

In Period: Represents the month/year the employee was paid in

For Period: Represents the month/year the employee was paid for

To define the Position Cost report

variables:



matchcode button to




are required.

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Defining Variables: Position Cost Report


Result: The Distribution of Payroll and Related Cost report

results are displayed.

Position Cost Report






To define the Who charged report

variables:



matchcode button to




are required.

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Defining Variables: Who Charged Report


Result: The Who Charged report results are displayed.

Who Charged Report






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User-Defined Settings for BW/BI Financial Reports


The User-Defined Settings for BW/BI Financial Reports section provides an overview of options available

to users once they have run a BW/BI Financial report from the HRMS Portal.

User-Defined Settings allow the user to add or remove Rows or Columns, set Filters, and Sort. These

User-Defined Settings can then be saved as a Bookmark in the user’s Favorites folder from their web

browser. When the Bookmark is run from the Web Browser, the report results will be displayed with all

user-defined settings.


� Remove Drilldown

� Drilldown in the Rows/Columns

� Free Characteristics

� Keep Filter Value

� Select Filter Value

� Sorting

� Bookmark (saving User-Defined settings)

BW/BI Financial reports are large and contain many rows and columns. These reports were designed to provide

users with flexible reporting options. Users have the ability to add/remove rows or columns, filter report results,

sort report results and save their user-defined settings as Bookmarks for future use.

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Remove Drilldown


BW/BI Financial reports were designed to

provide the user with flexible reporting options.

Initial report results are large and contain many

rows and columns (Characteristics and Key

Figures). By using the Remove Drilldown option,

users have the ability to remove Characteristics

from the rows or columns of the report results.

The example uses the Distribution of Payroll and

Related Costs report to show how to remove the

AFRS Program Index Characteristic from the

report results.

To remove the AFRS Program Index from

the Report Results:

1. Right click on the AFRS Program Index

characteristic.

2. Select “Change Drilldown �Remove

Drilldown”.

You can also Drag&Drop the characteristic from the report results to

the Free Characteristics section to remove it from the report results.

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Remove Drilldown


Result: The AFRS Program Index Characteristic has been removed from the report results.

Report Results After AFRS Task Drilldown is

removed

Report Results Before AFRS Program Index drilldown is

removed

If necessary, click any column header and select Back to Start from the Context Menu to return the report results

to the original state. See the BW/BI Self-Paced Learning Materials - Report Context Menu for more information on

Back to Start.

To drilldown in the Rows of the report results:

1. From the report results, right click a characteristic in

the Navigation block (AFRS Task was clicked).

2. From the Context Menu, select “Change Drilldown” �

“Drilldown By” � “Vertical”

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Drilldown in the Rows/Columns


BW/BI Financial reports were designed to provide the user with

flexible reporting options. The Drilldown option of the report

results allow the user to add Characteristics to the report

results.

The example below uses the Distribution of Payroll and Related

Costs report to show how to use Drilldown in the Rows.

Location of the

Navigation Block

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Result: The AFRS Task Characteristic is added to the rows of the report results.

Report Results After Drilldown in Rows for AFRS TaskReport Results Before Drilldown in Rows for AFRS Task

To drilldown in the Columns of the report

results:

1. From the report results, right click AFRS

Task in the Free Characteristics

2. Select “Change Drilldown” �”Drill Down

By” � “Horizontal” for AFRS Task to add

the Characteristic to the Columns of the

report results.

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The example below shows how to use Drilldown in the Columns.

Result: The AFRS Task Characteristic has been added to the columns of the report results.

Report Results Before Drilldown in Columns for AFRS Task Report Results After Drilldown in Columns for AFRS Task

If necessary, click any column header and select Back to Start from the Context Menu to return the report results to the

original state. See the BW/BI Self-Paced Learning Materials - Report Context Menu for more information on Back to Start.

To add a Free Characteristic to report results:

1. From the report results, right click

the characteristic in the Free

Characteristics that you want to add

to the results.

2. Select “Change Drilldown” � “Drill

Down By” � “Vertical” to add the

characteristics to the Rows

3. Select “Change Drilldown” � “Drill

Down By” � “Horizontal” to add the

characteristic to the Columns.

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Free Characteristics


BW/BI Financial reports were designed to provide the user with flexible reporting options. Free

Characteristics are optional Characteristics that are not displayed in the report

results when it is initially run. Users have the option of adding Free Characteristics

to the report results at run time.

The example below shows how to add Free Characteristics to the report results.

32

Keep Filter Value


BW/BI Financial reports were designed to provide the user with flexible reporting options. The Keep Filter

Value context menu item allows the user to view report results for a specific value. For example, the user

may want to view report results for a specific Organizational Unit only.

The example below shows how to use the Keep Filter Value option to filter report results to include only

those records where the Organizational Unit is “AA”.

To use Keep Filter Value:

1. From the report results, click the “AA”

value in the Organizational Unit

column to open the Context Menu.

2. Select Keep Filter Value.

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Keep Filter Value


� To return the Organizational Unit column to the report

results, Drag&Drop the Organizational Unit characteristic

from the Free Characteristic section to the location you

want it to show in your report.

Right click Organizational Unit and

select “Filter” � “Remove Filter Value”.

To remove the “Filter Value”:

Report shows values for all Organizational Unit,

but the Organizational Unit column is not in the

report results.

34

Select Filter Value


BW/BI Financial reports were designed to provide the user with flexible reporting options. The Select Filter

Value context menu item allows the user to select a filter value from a list of filter options.

The example below uses the Distribution of Payroll and Related Costs report to show how to use Select Filter

Value to filter on a specific

Organizational Unit

To use Select Filter Value:

1. From the report results, click the

Organizational Unit column header.

2. Click Select Filter Value from the

Context Menu.

3. From the Select Value screen, check

AB.

4. Click Add and OK.

Result: Report results for Organizational Unit AB

only are displayed.

To set or remove a filter from the report results:

1. From the report results, click

the characteristic that you want to

remove the filter from.

2. Select “Filter” � “Remove Filter

Value”.

35

Select Filter Value


The Select Filter Value option can also be set through the Navigation Block. The example below uses

the Distribution of Payroll and Related Costs report to show how to use the Select Filter Value from the

Navigation Block.

36

Select Filter Value


Result: Report results for all Organizational Units are displayed.

To remove a Key Figure:

1. From the report results, click on any

Key Figure heading

2. Click the “Filter” � “Select Filer

Value”

3. Select the Key Figures that you DO

NOT what displayed in your results

and click Remove and OK.

37

Select Filter Value


The Select Filter Value option can also

be used to add or remove Key Figures

from the report results.

The example below uses the

Distribution of Payroll and Related Costs

report to show how to use the Select

Filter Value option to remove selected

Key Figures from the report results.

38

Select Filter Value


Result: Selected Key Figures only are displayed in the report results.

If necessary, click any column header and select Back to Start from the Context Menu to return the report

results to the original state. See the BW/BI Self-Paced Learning Materials - Report Context Menu for more

information on Back to Start.

Bookmark


The Bookmark context menu item allows the user to save their report settings once they have applied

filters, sorted columns or defined any other report settings. A Bookmarked report will also retain the

variable values used to run the report.

In the following example, the Distribution of Payroll and Related Costs report was run with user defined

settings.

To create a Bookmark to save report

settings for future use:

1. From the report results,

click any item in the

table to open the

context menu.

2. Select Broadcast and

Export �Bookmark:

Bookmark


The “Save Bookmark to Browser Favorites” is

displayed with a popup asking if you want to

allow this webpage to access your Clipboard.

If you select “Don’t allow”, the “Save

Bookmark to Browser Favorites” is

displayed with these options:

Bookmark


If you select “Allow access”, the “Save Bookmark to Browser Favorites” is displayed

with these options:

Bookmark


1. Select “Allow access” or

“Don’t allow”:

2. Select “Add to Favorites”:

3. The “Add a Favorite”

popup is displayed:

4. Click the “Add” button

(you can change the name

of the Favorite if needed):

To add the Bookmark to your

Browser Favorites:

Bookmark


1. The Bookmark personalized report has now been

added to your Browser Favorites:

2. To generate your Bookmark report, access your

Favorites list � Select the Bookmark:

3. To delete the Bookmark, access your Favorites �

Bookmark �Right Click � Delete

Bookmark


1. Select “Allow access”:

2. Select “Copy to Clipboard”:

3. “Do you want to allow…popup

is displayed again. Select

“Allow access”:

4. The Bookmark link is now

copied to your Clipboard and

ready to paste into a

document or email.

This option copy’s a link for

the Bookmarked report to

your Clipboard.

Bookmark


Bookmark: https://myhrms.wa.gov/irj/servlet/prt/portal/prtroot/pcd!3aportal_content!2fcom.sap.pct!2fplatform_add_ons!2fcom.sap.ip.bi!2fi

Views!2fcom.sap.ip.bi.bex?BOOKMARK=DEGHQR5ZPOIJEUX24I11T2OSY

Once you have copied your

Bookmark link to your

Clipboard, select “Close” to

exit the “Save Bookmark to

Browser Favorites” popup.

46

Sorting


BW/BI Financial reports were designed to provide

the user with flexible reporting options. BW/BI

Financial Reports allow the user to Sort data using

the Context Menu.

The example below uses the Position Cost report

to show how to sort the Employee Characteristic

by Name rather than Key.

To Sort the report results by Job Name:

1. In the report results, click on any item in

the Employee results to open the Context

Menu.

2. Select Sort Employee � Ascending by Text.

Results are sorted by the Employees

last name in Ascending order

47

Using the Goto Command


The Using the Goto Command section provides an overview of the Goto command functionality and

includes a list of BW/BI Financial reports with Goto sub reports.


� Using the Goto Command

48



BW/BI Financial reports were designed to provide the user with flexible reporting options. BW/BI Financial

Reports contain sub reports that are accessible from the main report results. The Goto Command allows

the user to access sub reports from the context menu.

The example below uses the Distribution of Payroll and Related Costs report to show how to use the Goto

command to run a sub

report.

To use the Goto command:

1. From the report results, click any item

in the results (in this example, the

personnel number was click).

2. Click Goto � Ordered by Employees.

Result: The “Ordered by Employee” sub report results are displayed.

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The table below contains a list of BW/BI Financial Reports that provide Goto sub reports.

Report Name Goto Report

Distribution of Payroll and Related Costs Report ZZPY_C51_Q180

� Ordered by Employee

� Selected Org Unit Ordered by Employee

� Selected Employee

Position Cost ReportZZPY_C51_Q450

� Employees Charged to Position

Who Charged ReportZZPY_C51_Q901

� Who Charged Report Detail for selected Organization Index

� Who Charged Report Detail

bw/bi financial infocube

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